Executive VA – Operations Assistant
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Job Description
Part-time Executive Assistant supporting a growing Canadian restaurant group. Organizing executive priorities, vendor coordination, records, and operational processes remotely.
Responsibilities:
- Manage executive email communications, inbox organization, calendars, meetings, appointments, and daily priorities
- Track action items, priorities, follow-ups, deadlines, and recurring administrative tasks
- Prepare business documents, reports, correspondence, and operational documentation
- Organize digital files, business records, administrative files, and cloud-stored information
- Create and maintain operational trackers and reporting tools
- Coordinate equipment maintenance requests, vendor scheduling, service calls, and resolutions
- Document workflows and create and maintain Standard Operating Procedures (SOPs)
- Identify opportunities to improve administrative efficiency and business processes
- Coordinate routine communications with vendors, suppliers, contractors, and internal team members
- Respond to inquiries, follow up on outstanding requests, and coordinate scheduling
- Support project coordination, operational initiatives, business documentation, and executive priorities
- Potentially expand into sales and marketing administration, financial administration, multi-location coordination, and special projects
Requirements:
- Previous experience as an Executive Assistant, Administrative Assistant, Operations Assistant, or Virtual Assistant
- Excellent written and verbal English communication skills
- Strong organizational and time management abilities
- High attention to detail and accuracy
- Ability to manage multiple priorities simultaneously
- Strong problem-solving and critical thinking skills
- Ability to work independently with minimal supervision
- Professional, reliable, and highly organized
- Comfortable supporting a fast-paced and growing business
- Required: Google Workspace
- Required: Microsoft Office
- Required: Google Calendar or Outlook Calendar
- Required: Email management
- Required: Spreadsheet management using Google Sheets or Excel
- Required: File organization and cloud storage such as Google Drive
- Strong advantage: Project management platforms such as ClickUp, Asana, Trello, or Monday.com
- Strong advantage: SOP documentation
- Strong advantage: CRM software
- Strong advantage: Restaurant or hospitality management systems
- Strong advantage: Canva
- Strong advantage: DocuSign
- Strong advantage: AI productivity tools such as ChatGPT
- Nice-to-have: Hospitality or restaurant business experience
- Nice-to-have: Vendor and contractor coordination experience
- Nice-to-have: Project coordination or operations support experience
- Nice-to-have: Process improvement and workflow documentation
- Nice-to-have: Basic bookkeeping or financial administration knowledge
- Nice-to-have: Experience supporting growing small businesses or multi-location operations
- Schedule availability from 8:00am–12:00pm Eastern Time, Monday–Friday
Benefits:
- Performance-based transition to full-time (50,000) after 3 months
- Remote work setup
- Opportunity to grow into broader operational and project management responsibilities
- Opportunity to take on increasingly strategic responsibilities as the restaurant group expands
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